Purpose and Scope:
This procedure provides direction for students and employees of the College for seeking resolution to student concerns and complaints.
Procedure:
Definitions
- Complainant: Individual or party reporting an alleged violation
- Initial Point of Contact: The employee most directly involved in the student concern.
- Student Complaint Official: College official responsible for responding to a complaint and documenting the process.
- Navigator: College official made available to help the student understand and navigate the complaint process.
- Business Day: Any day the College is open for operations.
Procedure
If a student believes they have been adversely affected by a College action, decision, condition or policy, they should first seek to resolve the issue with the initial point of contact (e.g. for concern related to instruction, contact the instructor first). If this attempt does not provide resolution, the student should take the concern to the direct supervisor of the initial point of contact.
If a student has not been able to informally resolve an issue with the appropriate College employee or direct supervisor, the student must initiate following complaint procedure within twenty (20) business days of the action causing the concern, timely action is recommended.
The student should first complete the Student Complaint/Grievance form linked here: Nicolet College | Reporting. The completion of this form creates a formal statement and the start of the complaint process.
Upon receipt of the complaint, the College will identify and assign the appropriate Student Complaint Official (Official). The Official should respond to the student within three (3) business days of the student initiating the complaint procedure notifying the student of next steps or any information they need to assist them in the decision-making process. College email should be used for written communication.
Students choosing to file a complaint will have a Navigator available to help them understand and work through the process.
Within 10 business days of the notification of receipt, the Official will make a decision and send it to the student via their Nicolet College email address.
Appeal
The student has the right to file an appeal to the College’s decision and must do so within 10 business days of the date the decision email was sent to the student. An appeal may only be granted for one or more of the following reasons:
- A procedural error affecting the outcome
- New evidence has become available
- The resolution was clearly inappropriate or disproportionate.
The institution should respond within three business days to notify the student if the appeal will move forward.
If the appeal is moving forward, a vice president or designee should respond with their decision within 10 business days to the student’s Nicolet College email address.
Second Appeal
Students may appeal a second time within 10 business days of the date the first appeal decision email. Students may appeal for the same reasons stated above. If the second appeal is granted, an appeal committee will be formed to make a final recommendation.
Within three business days, an appeal committee should review the appeal of the student. Within 10 business days of the committee meeting, the committee will make a recommendation to the President on the grounds of the appeal.
The President will make a decision and send notification of the decision to the student within three business days of the committee making a recommendation.
Documentation
For all complaints and appeals, Nicolet College, in accordance with Federal requirement 34 CFR Ch. VI 602.16 (a)(1)(ix), will create a record of the student’s complaint and add it to a log of student complaints. The log will be maintained and updated throughout the process using Maxient.
Timeline Requirements If the College fails to give a written answer within the designated time frame, the student may immediately proceed to the next step. Failure by the student to meet applicable deadlines may be the basis for dismissal of any complaint. If it is impossible to comply with the time limits specified because of extenuating circumstances, these time limits may be extended by mutual consent in writing.
Additional Complaint Procedures
The complaint or grievance processes for the Wisconsin Technical College System (WTCS), National Council for State Authorization Reciprocity Agreements (NC-SARA) and the Higher Learning Commission (HLC) can be found on Nicolet College’s website.